Executive Secretaries and Administrative Assistants

Job Title

Pay Range: $19hr - $24hr

Requirement/Must Have:

• High school diploma (or equivalent).
• Excellent working knowledge of Microsoft Office, specifically Word, Access, Outlook, and Excel.
• Ability to work independently.
• Ability to work on a team and handle multiple, shifting priorities.
• Good organizational skills.
• Comfort with speaking on the phone.
• Familiarity working in electronic databases.
• Dependable, highly motivated, detail-oriented, and comfortable working autonomously.
• Comfortable working in a fast-paced environment with senior leadership.
• Ability to multitask and be flexible in moving from assignment to assignment as deadlines and priorities change rapidly.

Responsibilities:

• Scanning/photocopying and organizing electronic and paper files.
• Organizing incoming communications and files.
• Performing data entry tasks and analyses of data in Division computer systems and databases.
• Issuing stickers for compliance verification for Affirmation of Compliance for Agency Recertification.
• Conducting Clinical Laboratory Improvement Amendments (CLIA) waiver verifications.
• Tracking EMS Licensure and coordinating agency renewals, and data management.
• Sending agency renewal notifications to all NYS EMS agencies.
• Managing communications deadlines and organizing materials for review.
• Running reports in multiple different systems as needed.

Nice to Have:

• Familiarity with and knowledge of the EMS system in NYS.
• Prior experience working in a New York State Department of Health environment.
• Performing administrative support responsibilities such as maintaining various tracking and database systems.
• Preparing a variety of correspondence, reports, and other written material.
• Answering phones concerning policy or procedure and directing them to appropriate staff.
• Setting up and coordinating meetings for senior staff.
• Receiving and processing mail and fax documents.
• Managing electronic communications - scanning, faxing, and photocopying.
• Data entry and maintaining paper and electronic filing systems.
• Knowledge of advanced reporting such as Tableau or other similar platforms.